Volunteer Appreciation BBQ 2009

Date: Saturday, July 25th, 2009 Time: 3 or 4 to 8 PM Free Geek open 11 AM - 3 PM BBQ starts at 4 PM - 8 PM

Your Planning Team

• Michael
• Evan
• MK
• Liane

Roles

• Planners/Event Leaders: MK, Liane, Michael, Evan
• Liane & Michael - Grocery shopping
• Laurel 1.0 - face painting
• Blaine - Chess Challenge
• Sean Morgan - stage crew electrical - NO LIFTING!
• Luiz & Tony - Secret Service (building security)
• MK & Luiz - MC's
• Ali/Renee/Richard - Raffle & Brownie Contest
• Michael - keg acquisition
• Dirk - prepped A/V prizes
• Liane & Michael - day of ice run
• Sergio - tent set-up
• Block parking lot - Liane
• Liane & volunteer crew - sofas/tables/chairs set-up outside
• MK - script, Schedule of Events
• MK - logistics: bands/toilets/activities/staff sign-up sheet
• MK - acquire raffle & brownie contest supplies & awards
• Meera - make brownie crown & sashes
• Kathie/Leslie/Wizzard - Food prep
• Ezra - on call tour guide (not utilized)
• Evan/Tim/Santiago/Steven/Michael/Luiz/others - bartenders
• Darryl/Tim/Luiz/others - BBQers
• Caitlin/Evan/Tim/others - Line servers
• Laurel 2.0/George - Closers
• MK - Thank you cards
• Liane/MK - band rewards
• Sophia/Ezra/Santiago/Leo & others - general helpfulness throughout event

Stage Schedule

• 2:30 PM - 3:00 PM Bad Apple sets up
• 3:00 PM - 5:00 PM Bad Apple plays
• 5:00 PM - 5:30 PM MC Announcements

1. Thank ALL Volunteers - MC 5 min.
2. Select Brownie Judges & lead tasting - Ali 5 min.
3. Announce T-shirt winner - Luiz 5 min.
4. Draw Raffle winners & Award Prizes - 15 min.
5. Announce Brownie Winners & Award Prizes - 5 min.
6. T-shirt toss (too many people for manageable Trivia contest)

• 5:30 PM - 6:00 PM Bad Apple Tears down, Pagan Jug Band Sets up
• 6:00 PM - 8:00 PM Pagan Jug Band plays
• 8:00 PM - 9:00 PM Shut down & clean-up

Menu

• burgers - veggie & meat
• hot dogs - veggie & meat
• burger buns
• hot dog buns
• condiments
• beer
• non-alcoholic beverages
• coleslaw
• corn chips
• salsa
• baked beans
• homemade potato salad
• homemade brownies
• utensils: forks, plates, napkins, cups, knives, spoons

Game Plan

• post Schedule of Events day before so Volunteers know what to expect
• begin cooking at 1:30 or 2 PM (ended up being late, 3:30 PM)
• have snacks on all tables to appease the masses
• food & BBQ run behind table
• ready food put on table in stages for all to get a chance at some
• staff/volunteers manning table & food prep area & bar (aka keg) at all times

Activities

• face painting: Laurel 1.0
• raffle with kick-ass A/V prizes from Dirk
• brownie contest & prizes
  • select judges & bring them onstage with MC
• back-up plan: all ages movie projected onto wall if bands end early or other unforeseen issue

food, beverages, live music, face painting, raffle & more!

Expenses for BBQ

Food & Beverage

• food by LK: $330.08 (including some drinks)
• more food and ice by LK: $38.16
• utensils by LK: $45 (we now have enough to last us 4 BBQ like events, actually paid $180)
• home brew & ginger ale by EP: $69.73
• food & ice by MW: $68.18
• food & ice by MW: $2.92
• food by MK: $7.47
• total food/beverage expenses: $561.54

Other

• Amerisanican - 2 portable toilets =

Non-Monetary Expenses

• Gave away 7 freekboxes to band members (1 to Bad Apples, 5 or 6 to Pagan Jug Band)
• Gave away four $50 gift certificates to rest of band members
• Gave away 6 t-shirts
• Lots of A/V items from F.G.
• FG mondo system from Build
• Staff time, effort & sanity ;)

History and other resources

• Notes from our 2008 BBQ .